Our ways of working
A guide for freelancers
Embarking on a new project through Jam Pan? Have some questions about our process and what you can expect?
Here’s a complete guide on everything you need to know about working with us. All the way from what a Statement of Work is, to how to submit your timesheets and all-important payment information – we’ve got you covered.
The documents you need before you start
Master Service Agreement
When you create a profile with Jam Pan, you will be asked as part of the sign-up process to accept our MSA.
A Master Service Agreement (MSA) is a contract made between two or more parties that lays out the terms that will govern any future agreements or transactions. Think of it a bit like a framework that establishes the foundation for all future work.
Any interaction between yourself and Jam Pan will be governed by this MSA, so please do familiarise yourself with this before engaging in any projects with us. If you have any questions, get in contact with us at firstname.lastname@example.org and we will be happy to help.
Statement of Work
A Statement of Work (commonly known as an SoW) is an agreement that outlines all the aspects of a project. It’s created before a project begins and is signed by Jam Pan, the client and the freelancer who is undertaking the work (i.e. you!). It includes information such as the activities and deliverables required, how the project will be governed, payment terms and timetables.
Why is it important?
Having a detailed SoW in place is vital to set the project up for success. It makes sure that all parties are on the same page and helps to avoid potential issues that could arise, because everything has been agreed upon beforehand.
Given its importance, we ask that, unless you have written confirmation that states otherwise from Jam Pan, you do not undertake any work before a SoW has been signed. Without it, there is no agreement in place, meaning that there is no guarantee of payment and could mean possible delays for you.
Signing a Statement of Work
Your Jam Pan Client Lead will work with both you and the client to get a SoW with all the necessary details in place.
Once you are happy with the agreed terms, you will need to sign the SoW electronically. You will receive an email notification from Zoho Sign with the link to sign the document – if you do not receive this or have any issues signing, please let your Jam Pan Client Lead know.
Once the project has started, if there are any changes needed that differ from what has been agreed in the SoW, Jam Pan will issue a Change Request. Examples of changes that require a Change Request include updated timelines or amendments to the project deliverables.
If a client asks you to do something outside of the original scope outlined in the SoW, or if there are any changes to the project, please let your Jam Pan Client Lead know.
Supplier set up form
When you first begin freelancing with Jam Pan, you’ll also need to fill in a Supplier Set up Form with your payment details and send it to your Jam Pan Client Lead so we can get you set up on our systems.
If at any point any of these details change, please resubmit the form to email@example.com.
The different types of projects
Here at Jam Pan, we have two main ways in which we run projects; Monthly Billing projects and Milestone Based projects.
Monthly billing projects are invoiced on a monthly basis throughout the duration of the project. Usually, a maximum number of days that can be spent on the project and your day rate will be agreed upon in the Statement of Work. Then, at the end of the month, you will be asked to submit a timesheet to Jam Pan detailing the number of days you have spent on the project.
Milestone based projects are projects which are invoiced once a milestone has been completed. These milestones will be outlined within the SoW, along with the date on which they need to be delivered. Examples of milestones include deliverables or set invoicing dates, for example, 50% upfront and 50% upon project completion.
Our payment process
Once all the details have been confirmed and the project has started, payments will be made per what has been agreed in the Statement of Work. Here is the process you will need to follow to avoid any delays being paid.
Monthly Billing Projects
During the project, please send your timesheet to firstname.lastname@example.org on the last working day of the month. When completing your timesheet, make sure to include your JP reference number and the name of the project (you can find this in your SoW).
To avoid any confusion, make sure you use the following convention for the name of your timesheet document: “JPref_ClientName_ProjectTitle_YourName_Month_Year”.
Milestone Billing Projects
You will need to confirm when you have completed an invoicing milestone by emailing your Jam Pan Client Lead. In the email, please include the project title and JP reference number in the subject line.
From here, Jam Pan will then confirm this with the client before getting it processed for invoicing.
How our invoicing works
Unlike some other companies you may have worked with, at Jam Pan we will provide you with a Purchase Order (PO) once we issue the client invoice.
Once you have reached a project milestone or submitted your monthly timesheet, Jam Pan’s account team will issue the client invoice and send you your supplier PO. This will provide you with the date of when you can expect to receive payment. Please review your supplier PO and if you have any queries, please do let us know as soon as possible.
Once you have your PO, you will then need to submit a corresponding supplier invoice to email@example.com. Please ensure that the amounts match your PO and you have included the PO’s reference number.
Jam Pan can make payments to bank accounts outside of the UK providing that you can supply an IBAN number or alternatively we can make payments via PayPal.
When working with Jam Pan, all costs will be agreed upon and paid in GBP.
From 1 March 2022 when making payments to international accounts any related fees charged by the provider will be deducted from your payment.
If you will be using an international account when working with us please be aware of the above when agreeing on costs for work to be undertaken.
For many suppliers working with international companies the option of setting up a UK bank account is a good solution – Jam Pan currently uses Wise to support its own international banking requirements where needed.
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